Northeast Iowa Food Bank

The ideal Administrative Assistant for the Northeast Iowa Food Bank understands and is passionate about the organization’s mission to provide nutritious food and grocery products to those in need in our 16-county service area. This team member must demonstrate outstanding customer service skills and passion for helping people. The ability to adapt and thrive in a fast-paced environment will be instrumental to success in this role. This individual will have exceptional organizational, interpersonal and detail-oriented skills. Cultural competency is of the utmost importance, as the Administrative Assistant will work with diverse populations daily.

A passion for social justice and compassion for others are keys to being a staff member at the Northeast Iowa Food Bank. The Northeast Iowa Food Bank strives to work as a unified team to serve our neighbors. Maintaining a positive outlook will also play a role in being a motivator and encourager for the clients, volunteers, and staff members alike.

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The responsibilities of the Administrative Assistant include, but are not limited to, the following:

• Operate a multi-line phone system, screen and forward calls, take messages, and answer questions

• Greet and direct visitors, volunteers and clients of the Food Bank

• Answer questions for the Cedar Valley Food Pantry and utilize online client system

• Accept donations and issue receipts

• Process incoming and outgoing mail

• Assist volunteers and volunteer department, including but not limited to online application process, signing in and signing out for shifts, and greeting volunteers

• Maintain all donor records in Salesforce ensuring accuracy. Enter donations, run reports, generate queries, and print and distribute thank you communications

• Maintain schedules for multiple conference rooms

• Perform general office duties for the Food Bank and staff members including mailings, scheduling, filing, copying, and data entry

• Maintain office equipment including copy machine and postage machine

• Maintain office supply inventory; research and prepare purchase orders for submission

• Maintain and update internal records including staff databases, extension directories, mailing lists, etc.

• Assist staff with the writing and publication of basic memos, letters, flyers, signage and other publications

• Maintain general order and appearance of the front office and lobby

• Help maintain aspects of the Food Bank’s Human Resources including but not limited to correspondence, references, job postings, etc.

• Occasionally greet, train and supervise volunteers as well as share the mission of the NEIFB; provide general guidance of projects; assure proper training of volunteers to include specific jobs and safety concerns. Communicate frequently with volunteers to ensure they are satisfied and appropriately placed.

• In instances of a federal, state or locally declared emergency, NEIFB is typically considered an essential service and emergency responder; all employees may be called in to perform regular or emergent duties.

• Other duties as assigned

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Required:

• Associates Degree or HS Diploma and four years comparable work experience

• Extensive knowledge of Microsoft Office including Word, Excel & Publisher

• Telephone/customer service skills

• Ability to meet deadlines

• Ability to work independently and with staff to achieve goals

• Ability to take ownership of tasks while ensuring they are completed at a high level of accuracy

• Ability to create a professional atmosphere in an office setting

• Culturally competent, ability to work with diverse groups and individuals

• Exceptional oral, written, interpersonal and communication skills as this position interacts with many individuals daily

• Ability to multitask, delegate, and adhere to deadlines in a fast-paced environment

• Flexible, motivated, and hardworking

• Willing to step in wherever needed – a go-getter

• Ability to navigate and become proficient in Salesforce

• Must pass a criminal background check

Preferred:

• Experience with non-profit organizations

• Bilingual (preferably Spanish)

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Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. This job is operated in a professional office as well as warehouse environment. This role routinely involves standard office equipment such as computers, phones, photocopiers, filing cabinets, etc. The noise level in the work environment is usually moderate. While in the warehouse, the employee is regularly exposed to working near moving mechanical parts. The employee will regularly need to use warehouse equipment such as pallet jacks and forklifts.

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Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit, stand; walk; use hands to finger, handle or feel; reach with hands and arms; talk; and hear. The employee will regularly lift and/or move up to 25 pounds. The employee is occasionally required to stoop, kneel, crouch or crawl, taste/small and lift and/or move up to 50 pounds.

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NEIFB Core Values

Attitude of Helpfulness

Confidently Humble

Clear Communication

Empathetic to the Community

Solution Centered

Striving for Excellence

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NEIFB Core Focus

Our Purpose:

Collaborate + Educate + Advocate = Feed the Food Insecure

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Our 10-Year Bold Aspiration:

Every Meal. Every Day. Everyone.

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